The brain is a wonderful organ. It starts working the moment you get up in the morning . . .

1. The brain is a wonderful organ. It starts working the moment you get up in the morning . . . . . . and doesn’t stop until you get into the office. - Robert Frost

2. General Ledger for End Users PeopleSoft 8.8 FMS

3. Your Name Important Housekeeping Rules! • BE PUNCTUAL -- Class starts on time • Sign-in on class roster • Name Tents -- Name on front & back • Pagers & cell phones off or on silent/vibrate mode

4. Important Housekeeping Rules! • Web-mail only during breaks, & before/after class • SHUTDOWN and RESTART computer at end of class

5. Safety Restrooms Food Logistics

6. Introductions • Name • Where do you work? • Length of time at the University • PeopleSoft experience • Question of the Day!

7. Agenda MORNING: • Chapter 1 - Introducing PeopleSoft General Ledger • Chapter 2 - Maintaining Commitment Control Budgets • Chapter 3 - Entering GL Journals LUNCH AFTERNOON: • Chapter 3 - Entering GL Journals (continued) • Chapter 4 – Maintaining Journals • Chapter 5 – Making Inquiries • Chapter 6 – Running General Ledger Reports

8. Course Objectives • Understand the basic structure of the General Ledger application • Adjust and transfer Commitment Control budgets • Create, update & process GL journal entries • Make General Ledger inquiries • Run standard reports

9. General Ledger Activity Areas • General Ledger processors • Table setup & maintenance • Summarization (Tree) structure setup & maintenance • End User functions • Journal entry processing • Reporting & inquiry • Entering & maintaining Commitment Control budgets

10. GL Features & Scope • Unrestricted chart of accounts • Unlimited ledgers • Enhanced journal entry • Visual summarization structures (trees) • On-line and report-driven inquiry • Effective-dated rules and structure • Application includes: • General Ledger • Commitment Control (Budgeting) • Allocations • Internal/External reporting

11. UTHSC-H General Ledger Defaults • Business Unit • UTHSC • Ledgers and Ledger Groups • CC_REV • CC_ORG • CC_PRJ • ChartFields • Trees

12. Resources • General Accounting • http://www.uth.tmc.edu/finance/accounting/contact.htm • (713) 500-4925 • E-Mail Address accounting@uth.tmc.edu • Budget & Financial Reporting • http://www.uth.tmc.edu/finance/bfr/contact.htm • (713) 500-4919 • E-Mail Address budget@uthouston.edu

13. GL Journal Transaction Process • Verify Budget • Commitment Control • View Budget • Make Adjustments or Transfers if needed • Enter the GL Journal • Enter journal information • Budget Check by the Post Journal Process • Send supporting documentation to General Accounting.

14. Maintaining Commitment Control Budgets General Ledger for End Users

15. Commitment Control Expenses Project related Expenses not Project related Revenue

16. Budget Check – Requisition Example Set up Budget. CC Ledgers updated. Requisition entered & budget checked.Pre-encumbrance posted to ledger. CC available balance updated each time Budget Check is run. PO created & budget checked.Pre-encumbrance liquidates & pre-encumbrance, encumbrances updated to CC ledgers. Voucher posted & budget checked.Encumbrance liquidated & updated to ledger.

17. Let’s Log In • All uppercase • User ID: GLE00# • Password: PSOFT2012 (where # is the number of the workstation you are at)

18. Budget Details • Business Unit -- UTHSC • Ledger Group – CC_ORG • Account – 61006 • Department – 57700000 • Operating Unit – 05 • Fund Code – 58000, 58001, 59001 • Budget Period – Recommended but not required

19. Budget Details Do Not Fill in for Grants

20. Budget Journal Adjustment One sided Entry 40101 61006

21. Budget Transfer

22. Budget Adjustments • Increases (or decreases) the total budget dollars • One-sided budget journal entry • Budget Entry Type = “Adjustment” • Revenue Budgets required only if the ChartString has both Revenue & Expense budgets (ex. grants, designated). • If ChartString has both Revenue & Expense budgets, Revenue budget entered must have a corresponding Expense budget & vice versa.

23. Budget Transfers • Do NOT change original total budget • Transfers funds between existing budgets • Balanced (two-sided) budget journal entry – increasing one budget & decreasing another • Budget Entry Type = “Transfer Adjustment”

24. Budget Transfer Examples • Only to “re-budget” funds in cases such as: • Department ID change • Move funds between MSRDP (Medical Service Research Development Plan) ChartField strings • Moving funds when a project closes • Reallocation balances from one pool to another within a Project or ChartField string

25. Budget Transfers & ChartStrings • Transfer across ChartStrings • Revenue budget transfer required only if the ChartString has both Revenue & Expense budgets (ex. grants, designated). • Revenue budget transfer must have a corresponding Expense budget transfer & vice versa. • Central Processing Department posts both journals. • Transfer within ChartStrings (between expense accounts) • Enter & save the expense budget transfer journal. • You can post your budget transfers between expenses accounts within allowable dollar limits • Central Processing Department posts all journals that do not fit this criteria.

26. Budget Transfer Limitation • Certain budget transfers (depending on ChartString, Account, Amount, etc.) can only be processed by Central Processing Department. • If you try to process a budget transfer for which you do not have security, you will receive an error message. • Central Processing Department will review budget transactions regularly to see if any need processing.

27. Entering GL Journals General Ledger for End Users

28. General Ledger End-of-Month Memo The last day to post entries to sub ledgers (AP, AR, BI) for (month) business, with the exception of processor departments, is (day of the week) 30th.   All GL Journals must be in the office of General Accounting by (month) 5th.  It is your responsibility to track the progress of your journal entry to “posted status”.  We can not post your GL journal until we have a hard copy of the document with the necessary back up.  If we don’t have your paperwork and you have not inquired about the status by 5PM December 5th, the journal will be deleted.  If you have questions or concerns after reviewing the attached procedures, please don’t hesitate to call. Thank you, Janna Stokes Account Supervisor General Accounting UCT 902, Phone 713-500-4922

29. General Ledger End-of-Month Memo • July accounting period is closed.  The monthly financial reports are on a shared network drive. Please note that your EOM Summary Report now contains both Expense and Revenue Reports in PDF format. The Detail Reports are in CSV format.  Access is available through the Dean’s Office of each school.  • Operating Unit 01 monthly financials reports are being distributed by General Accounting through email as zipped attachments. This is a very tedious process.  If you haven’t received your financials by Friday 11th, please call 4925. • Thank you, • Janna Stokes • Account Supervisor • General Accounting • UCT 902 • Phone 713-500-4922 • Janna.S.Stokes@uth.tmc.edu

30. Journal Types & Identification • Regular journals • Template • Identified by 3 key fields • Business unit • Journal ID (system assigned) • Journal date

31. Journal Header • Contains key information that uniquely identify the journal • Business unit • Journal ID • Journal date • Also includes: • Ledger Group to which the journal will be posted • Source or location of the journal entry (ONL) • Description of the journal’s purpose • Applicable reversal information • Schedule information if the entry is a Standard Journal Entry • Commitment Control amount type

32. Journal Lines • ChartField values associated with the transaction • Monetary and/or statistical amounts of the journal entry • Balancing and status information • Also used to edit, budget check, print, copy, & delete

33. Journal Status Codes • N – No Status – Edit Required • E – Errors • V – Valid • P – Posted • T – Incomplete • U – Unposted • D – Deleted • I – Posting Incomplete

34. Journal Process Flow – End Users • Enter & savejournal header & detail lines • Accounting period is open. • ChartFields are valid Debits = Credits • Control totals balance to detail. • No errors exist. • RunEdit Journal process to edit/budget check; process verifies: • Checks transaction against control budgets • Updates control ledgers if sufficient funds available • Updates activity log table • Updates Commitment Control Transaction Log table

35. Journal Process Flow – End Users • If journal status is valid, but budget status is “N” or “E”, can run Budget Checkprocess individually • Cannot continue processing untilerrors are corrected • Once corrected run Budget Check again. • Journals are savedas Approved.

36. Journal Process Flow –Processors & System • Mark group of journals for posting as needed. • Post error-freejournals. System will: • Select only valid journals. • Post each journal line to target detail ledger. • Change journal status to “posted.” • Create reversing journals if necessary.

37. SpeedTypes • Speeds up entry by entering SpeedType group rather than individual ChartField values • SpeedChart keys are smart-coded DDDDFF####: • First 4 digits = first 4 digits of department ID • Next 2 digits = first 2 digits of Fund Code • Last 4 digits = system assignedsequential numbers

38. Special Journal Processing InterFund • Journal entries that occur between funds • System automatically creates necessary DueTo/DueFrom journal lines Don’t Use

39. Special Journal Processing OpenItem transactions • Need to stay open over multiple accounting periods • Enter employee’s vendor ID in OpenItem Key field • Status is O(pen) • When reduced to zero, status is C(losed) Processors Only

40. Special Journal Processing OpenItem transaction - Travel Advance Processors Only • OpenItem transaction - Reimbursement

41. Maintaining Journals General Ledger for End Users

42. Maintaining Journals • Locating an existing journal entry • Editing a journal entry • Correcting journal errors • Changing an existing journal entry • Copying a journal entry • Deleting a journal entry that has not been posted • Printing a journal

43. Running Reports General Ledger for End Users

44. Running Standard Reports

45. Wrap-Up • Questions and answers • Delete any desktop files • Log-out of PeopleSoft • Clear internet history cache • Complete web-based class evaluations • Returned all borrowed materials